Exego Processing and Early Case Assessment for Lotus Notes: A Case Study

By | 11/19/2014

We frequently – or should I say regularly – get cases with huge amounts of Lotus Notes® data. Lotus Notes® has always been an issue and typical processing would involve converting the data to .PSTs.

Planet Data recognizes all the challenges associated with Lotus Notes® and avoids these problems by processing Lotus Notes® data natively, and has been since 2005.

Our methodology recently helped a new client achieve a 94% reduction of data – and ultimately a significant reduction of review costs – by using Exego Processing and Early Case Assessment.

How does Exego process
Lotus Notes® data?

Planet Data’s Exego processing platform does not convert Lotus Notes® to any other formats, leaving each and every metadata field intact and searchable. Because Exego Processing finds everything, exception reports contain much less data to re-process, saving precious time – and in the long run…money. Exego finds and identifies embedded documents (the U.S. Patent and Trademark office has issued a Notice of Allowance for a Patent for our System and Method for Indexing Electronic Discovery Data). This invention for text extraction from embedded documents and objects during eDiscovery processing means that text is extracted in a unique way to ensure search results are more accurate.

With Exego’s custom fitting tools, all embedded information is preserved.

Exego handles the common formatting issues that are particularly troublesome, including the known bugs preventing a full email chain from being displayed/printed.

Here are the case facts.

The Challenge

A Planet Data corporate client was involved in an intellectual property litigation. The data associated with this matter was extremely voluminous, and contained a particularly large amount of Lotus Notes®. The client had several concerns, including their vendor’s ability to process this Lotus Notes® data correctly, staying within their budget, and meeting an aggressive schedule. The client selected Planet Data due to its experience with Lotus Notes®, specifically with regard to our metadata preservation methods.

The Solution

The client worked with the Planet Data Project Manager to design a custom workflow to meet the needs of not only the client, but the law firm. Documenting and planning the workflow ensured all facets of the project were thorough and that the usual detours that occur (schedule changes, more data, key term revisions, long hours, etc.) would not adversely affect the outcome of the project. The Project Manager has over 15 years-experience and through the use of the Exego Platform (ESI Processing and ECA), which the law firm had used successfully on past projects, coupled with the use of Relativity for the review portion of the project, the foundation was laid.

The Workflow

The Planet Data Project Manager created a Statement of Services that detailed what would be done, how it would be done, the deliverables, schedules and budget. Once this document was approved by all parties, the project began.

The client self-collected the data by custodian and delivered the data to Planet Data on a rolling basis.

As the data was received, logged and staged, the Project Manager would report to the client what was in our possession to ensure there was a match with what was sent and ensured chain of custody.

Prior to processing, a “skim manifest report” was generated from the data so the law firm could view what was actually in a custodian’s data set. The benefit of this report allowed the legal team to decide if all of the data needed to be processed or if just select folders would suffice. This approach saved the client processing costs and ultimately review costs since non-relevant data was not processed.

Once the determination was made as to what data should be processed for each custodian in the Exego Processing module, the data was put into process based upon the specifications of the Statement of Services.

Processed data was immediately available for culling and filtering in the Exego Early Case Assessment (ECA) module.

The Project Manager and the law firm staff began to cull the data and test the key terms in Exego ECA, that were agreed upon at the beginning of the project. The simple and logical approach to Exego ECA allowed the legal team to perform their own searches with support from the Project Manager as needed.

Unique to Exego ECA were the Search Analysis Reports (SAR) that were generated to identify, in detail, how a term hit on a document within the collection.

The SAR provided significant intelligence for the legal team on what types of documents, which custodians, etc. where the terms hit. This allowed the team to better understand the data so they could make informed decisions about what data should be exported to Relativity for further review.

The trends they found through this analysis allowed them to revise their queries and new Search Analysis Reports were generated. Once the team was satisfied with their results, the culled data was exported to Relativity for review.

Since the terms and search strategy were complete, the data would be searched and exports would be completed in Exego ECA and loaded directly to Relativity on a rolling basis.

The Planet Data Relativity Support Team assisted the law firm with their review and production efforts ensuring that, even on weekends, productions were made with the appropriate quality control in place and delivered to the law firm for their purposes.

Throughout this entire process, the Project Manager was in constant communication with the legal team regarding prioritization needs, schedules and providing status reports.

The Results

The project was completed under the three week schedule desired by the client. Over 6TBs of data from over 100 custodians was processed in the Exego ESI Processing module and through the use of Exego ECA, under 400GBs of data was exported to Relativity for further review and production. Through the use of the workflow and the Exego Platform, the client was able to realize a reduction of 94% of the original processed data. The workflow employed saved the client time and costs for additional data hosting, document review and productions.

From the Planet Data perspective, this was one of hundreds of projects completed on a monthly basis and even though it was a large and complex project, it did not affect the other projects or other clients that have the same deadlines or concerns as this client had for their project.

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